Inside Look

March Updates to the Retention Schedule

The following revisions have been approved to our records retention schedule by the State Archives and Records Commission. 

Additions to the Schedule:

New Shredding Options

Due to the demise of EKU's industrial shredder, Shred-It has been selected as the University's preferred shredding vendor. Shredding will now be conducted on a departmental basis instead of carried out via Facilities. There are costs involved, but the pricing is very reasonable and different options are available based on your shredding needs. 

Retention Schedule Update

The following additions and revisions to the State University Model Records Retention Schedule were approved at the September 2015 meeting of the State Archives and Records Commission:

·         Under Section M. Campus Police Records:

Publications

Because publications document the activities of the university they are permanent records. If your office produces a newsletter, report or other publication, a copy should be forwarded to Special Collections and Archives for permanent preservation.

Shredding vs. Recycling

Once records have passed their retention period and are ready to be destroyed there are two options for their destruction--shredding or recycling. How do you decide which one to choose?

Non-Records

Many of the papers received or created in offices across campus are classified as non-records for various reasons. These materials should be disposed of as soon as they are no longer needed.

Leave Request Forms

Do your filing cabinets contain paper leave request forms for sick or annual leave (U0648)?  Do you know you can destroy record copies after 1 year?  Do you know that copies can be destroyed when no longer useful? If the employee does not keep a time sheet, this record must be kept for 3 years.

Recordings of Meetings

Do you create audio or video recordings of university meetings (U0105) and then create minutes from those recordings?  Do you know that you can destroy the recording 30 days after the formal written minutes are approved?

Student Worker Time Sheets

Have paper student worker time sheets (U0455) stashed away in a filing cabinet?  You can destroy departmental or unit copies when they are no longer useful.  The same can be said for work study files (U0466). 

Records Management: It’s the Law

In case you did not know, records management is governed by Kentucky Revised Statutes.